Presentation - Human Resources

HR LIAISON NETWORK
WELCOME – BETH SCHEITZACH
Maria Beckman - Director EO/AA
GUEST SPEAKER – TITLE IX AND
VAWA
Abbee Camen – Records Manager
RECORDS – OPS HIRES AND
TERMINATIONS
Did You Know?
• Currently, UCF has 10,959 employees on payroll.
• 6,206 (approximately 57%) are OPS employees.
• OPS employees make up a significant portion of our
workforce at UCF.
Late Hire Statistics
• Represents Data Collected from 08/16/2013-06/19/2014
Late OPS Hires
08/16/13-01/16/14
01/17/14-06/19/14
Late Line Hires
701
20
13.83%
.39%
305
6
10.16%
.20%
Total Hire ePAFs
5069
3003
Potential Fines and Penalties
Per ICE’s (Immigration and Custom Reform) website,
http://www.ice.gov/news/library/factsheets/i9-inspection.htm, if a
company has between 10-19% I-9 errors, they will be charged $275
per error. As the percentage of I-9 errors go up, so does the amount
per error. If we continue with the number of late hires, within 5 years,
the amount that we could owe to ICE would be OVER ONE MILLION
DOLLARS!
Justification Form for Late Hires
• Effective 10/15/2014, any Hire ePAFs that are
submitted 30 days after their hire effective
date, a Late Hire ePAF Justification Form,
http://hr.ucf.edu/files/LateHireePAFJustificatio
nForm.pdf, will need to be completed with
signatures by both the employee’s supervisor
and department head.
• The form must be attached to the ePAF.
Departmental Group Rate Report
• Departmental Group Rate Report will be modified to include a
field for the last pay period the OPS employee received a
paycheck. An email will be sent out once the report has been
been modified.
• Once the report is modified, ePAF Originators will also have
access to this report. (Main Menu-HR Custom-HR ReportPayroll-Dept Group Rate Report).
• It can be downloaded into Excel (CSV format).
• Run it on a monthly basis to submit terminations for those
who haven’t been paid in over 30 days.
• It will be a great tool to use to find the last PPE that employee
worked to submit termination ePAFs with correct termination
effective dates.
Last Day Requirement Removed
• Human Resources has removed the
requirement that line employees must work at
least ½ day on their last day.
BREAK
Marvin Pyles – CHRO & Associate VP Human Resources
HR UPDATE AND OPEN Q&A
Samuel Ensenat – Benefits Team
BENEFITS – OPEN ENROLLMENT
Open Enrollment Reminders
 Open Enrollment begins on Monday, October 20
and ends on Friday, November 7 at 6:00 p.m. EST.
 Open Enrollment packages will be mailed by People
First to eligible employees mid-October.
 OPS Employees must meet specific eligibility
requirements and will receive an Open Enrollment
package in the mail if they are determined to be
eligible for coverage.
Continued…
 If employees do not make any changes during Open
Enrollment, all benefits shown on their People First
Benefits Statement will remain in effect for all of 2015
(with exceptions of Qualified Status Changes).
 If employees have any questions regarding eligibility or
how to enroll, they can contact the People First Service
Center: (866) 663-4735.
 Our goal this year is to have 100% online enrollment!
 Employees can enroll on the People First website:
https://peoplefirst.myflorida.com/.
Benefit Changes for 2015
 Pharmacy Benefits Manager
 90-Day Maintenance at Retail
 Vision Plan
 Supplemental Plan Premiums
 HSA Contribution Limits
Pharmacy Benefits Manager
 CVS/Caremark
 Contact Information:
 www.caremark.com (User accounts can be created as of 1/1/15)
 www.caremark.com/sofrxplan (Plan Information)
 (888) 766-5490 (24/7 Access)
 Welcome letters will be mailed to participants
 Employees should review the Preferred Drug List &
Maintenance Drug List with their doctors to determine any
impact to current medications being taken
 CSV/Caremark will begin working with Express Scripts to
transfer eligible mail-order prescriptions
90-Day Maintenance at Retail
 HMO and PPO plan members will be able to fill a
90-day maintenance prescription at a
participating retail pharmacy beginning 1/1/15
for the same mail order co-pay.
Vision Plan
 New contract awarded to Humana
 One vision plan for 2015: Exam + Materials
 The Materials Only Plan ends 12/31/14
 Notices will be sent to current Materials Only Plan participants
 Employees must enroll during Open Enrollment for Vision
coverage
Supplemental Plan Premiums
 Dental Insurance




Assurant Freedom Advance
CIGNA Prepaid
Humana Network Plus
Humana Preferred
 Humana Exam + Materials Vision
 CIGNA Hospitalization
*Only a few cents per tier.
HSA Contribution Limits
*Includes the State Contribution
QUESTIONS
Health Care Compliance
MILLICENT DOWNER
AGENDA
 OPEN ENROLLMENT MEASUREMENT PERIOD
 ELIGIBILITY
 MEASUREMENT
 ENROLLMENT
 NEW STATE ACA REPORTING REQUIREMENTS EFFECTIVE FOR
2015 PLAN YEAR




WORK-STUDY STUDENTS EXEMPTION
JURY DUTY REPORTING
FMLA/MILITARY LEAVE REPORTING
CHANGES TO ELIGIBILITY RULES
ANNUAL OPEN ENROLLMENT MEASUREMENT PERIOD – OEMP
ENDS OCTOBER 2, 2014
 Measurement conducted by People First, the state’s plan administrator
 Measures eligibility for Ongoing Employees
•
Employees hired prior to 4/1/2013 or outside of their New Hire Measurement Period or 1st year of hire (Based on
People First hire date)
•
Employees still within their New Hire Measurement Period - NHMP (12 month period beginning the 1st of the
month following hire date are measured for the first time at the end of the NHMP) and then during the OEMP
every year thereafter
•
Remember: New employees hired to work 30 hour or more per week are immediately eligible to enroll in coverage – coverage can
start 1st day of 3rd month following hired date (i.e. Hired in 10/7/14, benefits can begin 12/1/14)
ANNUAL OPEN ENROLLMENT MEASUREMENT PERIOD – OEMP
ENDS OCTOBER 2, 2014 (CON’T)
• To be eligible employees must be measured by People First to
have worked an average of 30 hours or more per week during
the one-year measurement period beginning Oct. 3, 2013
through Oct, 2, 2014.
•
Teaching adjuncts must teach at minimum 10 credits every semester (equivalent of 30 hours per week) to maintain eligibility
• Earliest coverage can begin is January 1, 2015
MEASUREMENT
 Once the OEMP concludes on 10/2/14, People First will conduct three
measurement cycles prior to the start of Open Enrollment to
determine if an Ongoing Employee will be eligible for 2015 plan year
 Measurement cycle dates: 10/4/14, 10/11/14, 10/18/14
 Eligibility Determination
•
Employees that average 30 hours or more per week at the end of the last measurement cycle will be
determined to be eligible for benefits coverage for 2015. People First will send an enrollment packet detailing
benefits options by October 15th. Employee must make benefits elections during Open Enrollment
•
Important to note: Employees who were eligible for 2014 and are currently enrolled in coverage will maintain their current benefit
coverage in 2015 unless they make benefit changes during Open Enrollment
•
Employees that do not meet the required average 30 hours per week at the end of the last measurement cycle
will not be determined to be eligible for benefits coverage for 2015. Benefits will terminate effective 12/31/14.
People First will mail COBRA packets in the first few weeks of November.
NEW STATE ACA REPORTING REQUIREMENTS
EFFECTIVE FOR 2015 PLAN YEAR
 People First has recently announced changes to
reporting requirements and eligibility criteria that
will be effective for the 2015 plan year. These
changes are in response to clarification to the federal
legislation released by the IRS this year .
WORK-STUDY STUDENTS
 The IRS issued clarification on ACA Employer-shared provision
regarding work-study students. The new guidance excludes
hours of service performed by students in positions subsidized
through federal or state work from the determination of ACA
eligibility.
• UCF discontinued reporting work-study students with funding
departments ending in “0601” and “0602” with the start of the fall
2014 semester (approx. 300 students identified)
• People First has removed these students from their record-keeping
system
• These students will not be measured for eligibility for the 2015 plan
year
JURY DUTY REPORTING FOR OPS EMPLOYEES
In compliance with ACA, People First requires that
hours (missed from regular work schedule) for OPS
employees serving jury duty must be captured and
reported to People First to prevent a negative impact
to eligibility determination.
•
Please note: Time away from normal work schedule for jury duty remains
unpaid time off.
FMLA & MILITARY REPORTING FOR OPS EMPLOYEES
Also, in compliance with ACA, People First requires
that a FMLA or military leave for OPS employees
must be captured and reported to People First to
prevent a negative impact to eligibility determination.
•
Please note: Time away from normal work schedule for FMLA or military
leave remains unpaid time off.
•
The department will continue to be responsible for the employer-portion
of health insurance premiums for the duration of the military leave for
eligible enrolled OPS employees.
JURY DUTY AND FMLA /MILITARY REPORTING (CON’T)
 More information on these new business process will be forthcoming. In the interim, the
listing below details what each of us can do to ensure our university remains compliant!
OPS Employees



The process begins here!
OPS employees must submit the
appropriate documentation to their HR
Liaison within their department in order
to receive credit for time away from their
normal work schedule
Types of documentation required:



For jury duty - jury duty Certificate of Attendance issued
from the county in which jury duty is served
Form FMLA - a medical or parental leave request form
and a Certification of HealthCare Provider
For military leave - official military leave orders for
military leave
 Please note: Time away from normal work
schedule for jury duty, FMLA and military
leave remains unpaid time off for OPS
employees.
HR Liaison

Receive required documentation from
OPS employee
Verify that the time off impacted the
employees normal work schedule
Forward the documentation received
from the employee and the employee’s
normal work schedule to HR


Human Resources

For jury duty, HR determine how many
hours the employee will receive credit for
and report those hours to the state.
NEW RULES FOR 2015
Effective for the 2015 plan year new
break in service and eligibility rules take
effect. These changes will impact All
employees.
BREAK IN SERVICE RULES
 Break in service that allows a Line or OPS employee to be
treated like a new hire > 26 weeks for employees of academic
institutions
•
Impacts ALL employees including career-service (line) employees, where previously a
break in service was considered after only 30 days of payroll
•
Benefits-eligible university employees rehired or transferring from another state
university within 26 weeks are not considered new employees in terms of benefits
enrollments by the state
•
If an employee was previously enrolled in benefits prior to the break in service those
benefits will be reinstated upon their rehire without a QSC event to cancel or change
benefits
•
Please note: Employees transferring from another non-university state agency within 13
weeks will have their previous benefits reinstated.
NEW ELIGIBILITY RULES
 People First has advised that All salaried or OPS appointments
will be considered when determining the employee’s
measurement period and stability period (the period of 12
consecutive months starting from the first day of enrollment
in health insurance)
• If no 13/26 week break in service, measurement period
determined based on initial start date in a position,
regardless of type.
• Stability period based on whether employee is in the new
hire measurement period or the open enrollment
measurement period.
NEW ELIGIBILITY RULES (CON’T)
 Example of greatest impact: Dept. hires 9 month faculty member on
8/8/14. The faculty member leaves the faculty position and transitions to
a part-time adjunct position on 8/18/15 teaching 6 credits (calculated at
18 hours per week).
•
•
•
Currently, the employees benefits would end on 9/30/15. People First would consider
8/18/15 as the “hire date” of the adjunct position and since the employee would be
part-time the employee would not be initially eligible as an adjunct to continue benefits
or elect benefits
With the new rules, People First will still consider 8/8/14 as the employee’s hire date
(from the original 9 MO hire) and since the employee was enrolled in benefits the
benefits would remain active and transition over to the adjunct record for the
remainder of the calendar year or stability period. The employee would also be
measured during the OEMP ending 10/2/15 to determine eligibility for the 2016 plan
year
Important to note: The department that hired the employee as an adjunct would be
responsible to employer health insurance premiums for the employee’s stability period
even if the employee was hired part-time.
INFORMATION SESSIONS
 The changes announced by the state require us to re-evaluate the initial
business processes that we put in place when we implemented OPS
healthcare last year. Accordingly, HR will be issuing detailed
communications on the changes and the impact to our processes. In the
interim, we will be hosting information sessions this week to discuss these
changes in greater detail an illicit feedback from the university
community. Schedule is below:

Wednesday, October 8, 2014
2:00 – 3:30 PM
Student Union –Key West 218AB
Session - 0004

Friday, October 10, 2014
10:00 – 11:30 AM
HR – Training Room 105
Session 0005
Seating is limited so please register to confirm your attendance via Employee Self Service on the
myUCF portal - ACA/OPS Healthcare Information Session – Course Number OPS01
Thank You!
?
Patsy Popelas – Recruitment Manager
RECRUITMENT – CONTINGENT
HIRES
Why offer a Contingent Hire?
• Effort to expedite current process
• Allow departments to hire while the background checks
are being processed
• Urgent need to fill quickly, name change, resident of
several states, etc.
• Department’s responsibility to ensure a contingent hire
does not contradict any federal or state requirements
under certain legislation, grants or contracts
Where to select a Contingent Hire
• USPS and A&P
 Approval Notification field on the
on-line hiring document tab in
PeopleAdmin
 If contingent hire option is not
selected, each hire will be
processed as a regular hire
Where to select a Contingent Hire
• All Other Positions
 Select the checkbox on the upper
right side of the new Faculty
Affirmation/Affirmation Form
 If contingent hire option is not
selected, each hire will be processed
as a regular hire
Any Questions?
Ben Anderson – Leave Administration Manager
ANNOUNCEMENTS – SICK LEAVE
POOL ENROLLMENT
HR Team
WRAP-UP
HR Management Team
ROUND TABLE FOLLOWING
MEETING